How Hotels Can Reduce Operational Costs and Rely Less on Staff in 2026
FLEXIPASS #TechXpertise Insight Series
Lean is the new normal in hospitality.
But what does that actually mean? “Lean” refers to running a hotel and its operations with fewer staff, fewer resources, and greater efficiency.
Staff shortages, fluctuating team levels, and guests expecting 24/7 service are putting many hotels in a difficult position, driving operational costs higher than ever. These challenges are pushing hotels to look for solutions that allow them to maintain the same service quality while operating with fewer employees and lower costs.
The solution? Technology. It can help hotels accomplish the same amount of work with less effort. For example, hotel automation solutions can take over time-consuming day-to-day tasks, allowing existing staff to focus on what truly matters.
Are you a hotel operator, director, or manager looking for a way to go “lean”? Then you’re in the right place. In this blog post, you’ll discover various solutions, from digital access and staff keys to AI assistants, that can help your hotel run efficiently in 2026, even with fewer staff and reduced operational costs and a successful guest experience management.
Focus on What Guests Truly Care About
Speed, convenience, friendliness and the personal touch are what guests are looking for nowadays.
If you are a hotel considering a hotel digital transformation, these are exactly the elements that matter most: how can technology be integrated in a way that truly enhances the overall guest experience?
Before deciding which technologies to implement, it is important to take a closer look at what your guests actually expect. Of course, these expectations can vary depending on the type of hotel, but in general the can be summarized to the following below.
Today’s guests expect:
A seamless and hassle-free contactless check-in and check-out experience
Instant access to their room upon arrival
Quick support for any questions or issues at any time
Consistent service quality whether it is high or low season
It is not only about guest preferences, but also about guest satisfaction.
Research by Deloitte shows that the fundamentals, clean rooms, fast service, and genuine personal connection, are the strongest drivers of guest satisfaction.
One thing is already clear: all four of these guest expectations, along with the key satisfaction factors mentioned, can be fully met by using the right technologies and taking advantage of their potential.
Use Technology to Eliminate Repetitive Work
The right technology, or so-called hotel automation solutions, can help hotels handle time-consuming, repetitive, and often tedious tasks more efficiently.
For example, digital smartphone keys combined with digital check in can significantly ease the workload at the reception desk, freeing staff from redundant tasks. Likewise, AI assistants integrated into guest communication providers can make guest communication much easier, faster, and available around the clock without requiring someone to actually work 24/7.
Automation therefore plays a central role when the goal is to reduce operational costs and should definitely be part of any hotel digital transformation strategy in 2026. The following section highlights some of the most popular and effective types of automation.
Let Guests Serve Themselves - But Make It Feel Premium.
Self-service technology gives guests more freedom to shape their hotel stay the way they want, turning their stay into something truly special.
At the same time, self-service helps relieve reception and housekeeping teams, allowing them to focus on what really matters.
Examples of self-service technology in practice:
Mobile booking combined with contactless check-in, allowing guests to skip the reception entirely
In-room tablets or apps that let guests request services or access information without having to call
Smart controls for lights, temperature, or entertainment, putting comfort directly in guests’ hands
Digital concierge features that provide personalized recommendations and upselling opportunities
However, what’s important to mention is that hotels must carefully choose their technology providers and overall tech stack. Self-service is a great concept, but if it doesn’t work smoothly and ends up stressing guests instead of helping them, it can lead to a very negative experience.
Successful guest experience management therefore also means investing in the latest technology standards so that it feels like a “premium” feature to guests and makes using the technology an exciting part of their stay.
Rethink the Front Desk Model
Rethinking the Front Desk Model is needed in today's hospitality to overcome the challenges of long waiting times, exhausted staff and overcrowded receptions during peak times. This is where front desk automation truly shines. It’s not about eliminating people; it’s about connecting human touch with technology.
Components of effective front desk automation:
Contactless check-in with Digital Keys as the default, letting guests go straight to their rooms
App-based or kiosk check-in for guests who prefer self-service
Roaming staff with tablets capable of checking in guests from anywhere in the lobby
Quick-access self-service stations for amenities or frequently asked questions
Introducing front desk automation and integrating it with hotel automation solutions allows for running operations with fewer staff while boosting guest satisfaction and supporting broader hotel digital transformation efforts.
Implement Digital Room Access
Digital Keys are a modern way to replace traditional key cards and physical keys. Combined with contactless check-in, guests can check in ahead of time and easily open their room door using their smartphone.
Here’s how digital access creates real value:
Depending on the type of digital key (Wallet Key, Webkey, or Mobile Key), the key is either stored directly in the smartphone wallet, securely opened via a link, or accessed through an app.
The Digital Keys remain active for the entire duration of the stay and are automatically deactivated after check-out, with no manual action required.
They work with common Door Lock Providers and integrate easily with the PMS and guest communication systems.
They eliminate issues with lost keys, broken key cards, and unnecessary staff interruptions.
Hotels that switch to digital keys typically reduce front desk interactions related to key issues by around 60% — adding another smart layer of efficiency to the overall guest journey and creating a real opportunity to cut costs and operate more “lean” in 2026.
Use AI Assistants to Extend Your Team (24/7)
AI assistants in hospitality can automate tasks such as guest communication, bookings, and service requests. There are already AI assistants that continuously learn how hotels interact with their booking platforms and improve themselves over time (like AI Agents from Akia). These intelligent systems help hotels manage their guest experience while meeting key guest expectations such as speed, personalization, and 24/7 service, all with lower costs, higher revenue, and fewer staff members.
Why use AI for guest experience management:
Instantly answers most guest inquiries in multiple languages
Provides personalized upselling offers based on guest history
Seamlessly keeps records of guest preferences across every stay
Gives staff more time for complex, relationship focused service tasks
Whether through chatbots or voice assistants, using AI in guest experience management allows hotel teams to focus on what truly matters: genuine hospitality.
Make Housekeeping Smarter: Staff Keys
In a lean operation, housekeeping can be either a stressor or a secret weapon. By using staff keys, digitizing schedules, using data on guest turnover, and tracking room status, you optimize labor allocation. Tie all of this into your hotel digital transformation initiatives.
Actionable housekeeping tips:
Using Digital Keys as digital staff keys improves data accuracy and removes waiting times or key management hassles.
Real-time dashboards showing which rooms need cleaning
Adjustable scheduling based on occupancy and late check-outs
Maintenance alerts for rooms due for deep cleaning or repair
Use performance metrics to shape ongoing hotel staff training, targeting areas that boost speed and quality
Smarter systems let you do more with the same team, consistently serving guests and saving on payroll.
Build Local Partnerships Instead of In-House Everything
Not every guest service needs to be handled in-house. Strategic partnerships for wellness, dining, and activities not only help diversify offerings but are effective ways to reduce operational costs and support your team.
How partnerships reinforce your staff and training initiatives:
Bring in local wellness providers for spa or fitness services
Add culinary variety with restaurant partnerships instead of running every operation onsite
Work with transport companies to smoothly arrange local experiences
Use the freed-up bandwidth to enhance hotel staff training and reward multitasking
Pairing these partnerships with targeted staff training ensures service quality remains high, even as you keep payroll lean.
Communicate Clearly - Before Questions Arise.
Clear and proactive communication, before questions even arise, is vital for maintaining guest satisfaction and lightening the staff load. It’s a must-have in any strategy that aims to reduce operational costs and improve guest experience management.
Recommended communication practices:
Send detailed info before arrival through automated emails or your contactless check-in process
Provide on-demand property and area guides via QR codes or apps
Notify guests promptly of any changes, delays, or upgrades
Use follow-up surveys and feedback to inform future hotel staff training
With fewer team members on duty, keeping guests informed means fewer urgent requests and smoother service.
Don’t Just Avoid Burnout - Design Against It
Lean operations can’t mean neglected team members. Forward-looking hotels invest in hotel staff training, which means cross-training for flexibility, problem-solving, and supporting career growth. Staff Training is not wasting money it is crucial to turn supports ensure long-term operational efficiency.
Key hotel staff training actions:
When implementing new automation technology: make sure to train the staff before go live, so they already know how to deal with the new products when interacting with guests.
Ensure a 24/7 IT Support in the first go-live phase of your new automations. This removes uncertainties and gives staff more security.
Create Q&A Sheets: This helps staff to react quickly when problems with the technology arise, without the need to immediately contact the IT Support. Also it helps new staff to learn more easily and quickly.
Clarify protocols for tough or novel situations
Schedule adequate breaks and recognize achievements to prevent burnout and turnover. This includes also to not include one new system after the other, but give your staff enough time to know how to use the system first, before integrating a new one.
The payoff? Lower recruitment costs, consistent service, and enthusiastic teams - core ingredients for a thriving hotel.
Conclusion: The Future of Hotel Operations
So, to sum up: hotels that want to save on operational costs and operate with smaller teams in 2026 will need to invest in technology that supports those goals. And don’t get us wrong, it’s not just about saving money. It’s about helping hotels become more innovative, future proof, and elevating the guest experience to a superior level.
Hotel automation technology delivers an outstanding ROI and maximizes the value of both technology investments and staff training.
Every beginning can be challenging, but we’re here to make it easier with our Digital Keys and worldwide partner network.